Pensions and Payroll Administrator

We’re Civica, and we create software that helps deliver critical services for citizens all around the world. 
From local government, to education, health, and care, over 5,000 public bodies across the globe use our software to provide essential services to over 100 million citizens. 

Our aspiration is to be a GovTech champion everywhere we work, supporting the needs of citizens and those who serve them every day. Building on 21 years of continuous growth and success, we're at a pivotal point in our journey to realise that aspiration.  

Why you will love this opportunity as Pensions and Payroll Administrator at Civica.

Reporting to the Pensions Manager, you will have full responsibility for the delivery of expert payroll and pensions services to your allocated customer payrolls.

You will take full ownership for the service delivered ensuring payroll and pensions legislative requirements are met from start to finish of the payroll cycle, including pensions and tax year end.

You will thrive in a fast-paced environment, always monitoring and adhering to all deadlines for the month for your customers.

You will be the first point of contact for our customers, providing support and answering queries within our agreed Service Line.

What you will do to be successful in this role as Pensions and Payroll Administrator

Key responsibilities 

• Maintain Payroll Bureau procedures in general and for each customer
• Ensure the operational delivery of all customers. Focusing on managed services to the agreed customer service levels and as outlined in processing checklists
• Management of day-to-day pay-related matters including responding to pay and pension queries and managing employee data
• To check all statutory payroll and pension monthly and annual returns are made in a timely manner
• Statutory compliance with all pay and pension related practices and guidance given to customers, keeping abreast of statutory legislation
• Involvement with implementation of new allocated customer business or changes to their pension set-up
• Compliance with the Data Protection Act and GDPR
• Maintaining confidentiality and security of any employee system, to meet company, legal and statutory requirements
• Build up relationships with all contacts, providing outstanding customer service and regular meetings
• Work with the Payroll and Pensions Lead and as part of the Bureau Team on suggesting and working on continuous improvement to processes and software
• Provide cover for other team members in cases of annual leave and other absences
• Shared responsibility of our customer contact lines
• Focus on educational pension schemes, as well as corporate and civil service schemes
• Attend any training courses to enable this new role to succeed
• Completion of Ad-hoc projects for our customers
• Assisting external auditors and providers during compliance checks
• Ad-hoc testing to support system upgrades and changes
• Any other tasks as requested from Payroll and Pensions Lead to ensure all team deadlines are met without errors and on time

• Proven experience of delivering payroll/Pension services either as part of a large in-house payroll team or outsourced team

• Ability to manage own time effectively to meet objectives
• Ability to manage conflicting priorities and meet all customer and legislative deadlines
• Excellent communication skills at all levels, internally and externally
• Experience using MS Office applications
• CIPP qualified or interested in completing payroll qualification, sponsored by Civica
• Experience working with payroll software
• Great organisational and numeracy skills, working to deadlines and completing complex tasks
• Knowledge of relevant UK legislation, tax laws and Pension auto enrolment

We Want You to Bring Your Whole Self to Work 
 
There is no such thing as the perfect candidate, so if you think you have what it takes but don't necessarily meet every single point on the list above, please still get in touch. We'd love to have a chat and see if you could be a great fit. 

Why You'll Love Working with Us 
 
As a company, we're passionate about what we do and the citizens we serve. If you, too, want to champion the use of technology in public services to improve outcomes for citizens and public sector organizations, then Civica is the right place for you. We will help you unlock the best version of yourself, achieve career growth, and make a real difference to people and communities.  
 
We know that when our people are happy, they work better and have greater job satisfaction. Here's what you can expect: 

Time Off & Work-Life Balance 

✔ 25 Days Annual Leave + bank holidays – plus the option to buy up to 10 extra days! 
✔ Days of Difference – Up to 3 extra days off for volunteering. 
 

Financial Well-being & Security 

✔ Pension Contributions – 5% employer match to support your future. 
✔ Income Protection – Up to 75% salary cover for long-term illness. 
✔ Life Assurance – 4x salary tax-free lump sum. 
✔ Critical Illness Cover – £25,000 lump sum (extendable to dependents). 

Health & Perks 

✔ Private Medical Insurance – Fast access to private healthcare. 
✔ Health Cash Plan – Claim back physio, therapies & more. 
✔ Dental Insurance – Cover for routine & emergency care. 
✔ Affinity Groups – Join employee-led communities. 
✔ Bounty Bonus – Refer a friend & get rewarded. 

At Civica, we are committed to building an inclusive and diverse workplace where everyone feels valued and supported. We believe that a variety of perspectives drives innovation and excellence, and we welcome applicants from all backgrounds, cultures, and experiences. 

We are an equal opportunity employer. We do not discriminate based on race, ethnicity, religion, gender, sexual orientation, disability, age, or any other legally protected characteristic. Our recruitment process is designed to ensure fairness and transparency, so every candidate has an equal chance to contribute to our mission. 

If you need any adjustments or accommodations to participate in our recruitment process, please let us know. We are here to support you.